Serving the member well is the key to any successful banquet operation. So often I speak with managers and events planners who's eyes open up wide when they begin to understand how automating all of those manual tasks associated with planning and delivering a banquet lead to elevating the member service. Happy and satisfied members lead to repeat business.
Yesterday afternoon I met with a club whose process is the traditional paper and pencil method. Here is a description of that process (benefits realized from banquet software in next section):
* Phone ring, member stops by. A big "booking" calendar is located, and then dates are looked up for availability.
* Reservations or hand written into book.
* If this is a copy of an old event or reoccurring event then that paperwork must be looked up in the filing system.
* Event details, menus, notes, etc are hand written into paper calendar along with changes, etc.
* BEO (banquet event order) form is manually typed up. Changes are hand written on document.
* Paper BEOs are distributed to staff a week out. Changes are manually written onto forms throughout club (hoping none are miscommunicated, lost or worse).
* Charges are wrong through POS or Club Management days after the event.
In our discussion we identified many areas that an integrated (to Member Database, POS, Financials, etc) booking system will deliver resulting in a much higher level of service. As I am a bullet point affectionate, here is a list of those:
* Fast date and room availability lookup, access to read only calendar by multiple team members.
* Eliminate risk of double booking an event
* Back-up system – no more paper that can be lost or stolen (this has happened J).
* Reduce amount of work required:
- Drop in member or main contact information to booking screen.
- Quick entry and override of menus with pricing.
- Simple room reservation.
- Quickly and easily create reoccurring bookings with the option of excluding menus, room setup, etc.
- Seamlessly track UBI.
- Drop in resources (tables, chairs, podiums, napkins, etc) that warns when exceeding inventory.
- BEOs and invoices are automatically created; just simply email/print them directly from booking screen.
- Email BEOs to team members.
- Integrated billing allows settles directly to member account or allows for cash, check, and credit card.
- Custom letter designer eliminates need to manually write communications. Can be emailed and/or mailed.
* Integrated system that will allow POS settlement to an event:
- Useful for events that order off of the menu.
- Handles bar settlement.
- Captures extra's and add-ons
* Ensure proper billing on the right day. Great to hit members account on date of event and G/L when settling days after the event.
* Make changes as needed. Real time access. Track all changes through the Edit Logs.
* Set notes and reminders (ticklers) for fellow employees.
* Speed up or eliminate the need for a long reconciliation processes in the accounting office (include tax exempt functions, deposits, etc).
* Access to needed information including Revenue forecasting, Deposits, Scheduling, and User defined reports, etc.
I'm at your service if you would like to discuss the feasibility of an event system at your club. My background is in Club Food and Beverage operations and I'm always excited to discuss fellow club's operations to find new ways to find efficiencies.